Cost Transfer Procedures

The following procedures should be followed for the transfer of expenses to a federally sponsored project. 

1.  Cost Transfers requiring only an explanation on the journal form or reallocation request regardless of timeframe (Cost Transfer Form not required):

  • Cost transfers of aggregate expenses totaling less than $200.
  • Cost transfers between Mason funds under the same sponsored award with concurrent budget periods and no restrictions on carryforward between funds.

2.  Cost Transfers requiring only an explanation on the journal form or reallocation request if made within 120 days of the original charge* (Cost Transfer Form not required):

3.  Cost Transfer over 120 Days 

If the cost transfer is processed more than 120 calendar days from the date of the original charge*, the following procedure will apply:

  • PI or designee will prepare a journal voucher or reallocation request.  If the transfer is to a federally sponsored project, and does not meet the criteria outlined in section 1, he/she will answer the questions on the journal voucher or reallocation form and complete a Cost Transfer Form.

  • Cost Transfers 120 calendar days from the date of the original charge require the signature of a Senior School/Departmental Official designated by each school and the OSP Assistant Director, Post Award.

  • Supporting documentation (emails, copies of award notices and other correspondence) should be submitted with the cost transfer request. 

Cost Transfers over 120 day will be approved only in extenuating circumstances, which does not include administrative oversight, staff shortages, PI unavailable, etc.  Examples of appropriate extenuating circumstances are:

  • Award set-up delayed because of a late award notice or other reason out of the control of the PI.  In these cases, appropriate charges may be transferred, but a Cost Transfer form is required and should be completed within 60 days of receipt of the award notice from OSP.

  • Failure of another department to take corrective action.  Submitting department needs to show documentation (emails or other written correspondence) indicating follow-up efforts requesting corrective action.

* The original charge date is the posting transaction date of an expense to the Banner financial system for non-salary charges and the pay period start date (effective date) for salary charges.